Google Vault Export to PDF For Retrieving Gmail Data
Those who need to perform a Google Vault Export to PDF will find a straight-to-the-point solution in this writeup. The absence of a direct way to perform the data type transformation means admins have to rely on secondary strategies for the same. As currently Google Vault only offers MBOX and PST as the two export formats. You may want to get the data for reporting purposes keep an offline copy, or even restore Google Vault Drive Email Data somewhere down the line.
Table of Contents
So, Google Workspace admins need to follow the instructions that we have laid out in the upcoming sections. We have tried our best to make the process as simple as possible. Start from the beginning i.e. on the Google Vault platform.
Stage One Get Data Out of the Vault
There is still some confusion among admins regarding is Google Vault a backup or not regardless of the verdict the procedure to build an export matter does not change.
Step 1. Go to vault.google.com and sign in with your credentials. Note only super admins and delegated users have access to the organization’s vault data.
Step 2. Create a Matter to keep queries and export packages. Click Matters > Create. Type a name, select a region, and hit Create.
Step 3. Search for User data inside a particular service like Gmail. Pick the service and look for parameters like email addresses, and conditions, complete by hitting “Search”.
Step 4. Check the results with the help of preview option in the search table. Tap on any row to see it in the side bar.
Step 5. Save this custom query for the future. Note the Save button here is to save the query, not the results.
Step 6. Export the search results. Export button takes a wile to appear, once it does click on it and download the Gmail in MBOX or PST formats. You can trach progress in the Export tab itself.
Note every export expires after a preset time interval of 15 days so get your data before that.
Stage Two Put Data in Convertible Position
This raw data that you get out of Google vault cannot be directly converted to PDF. You must use some third-party email client to first deposit the data and then start the conversion from there.
Options include Thunderbird for MBOX or Outlook classic client for PST.
The email attachments and Google Drive Data get exported into their default formats it’s only the text-based email data that the source of all the trouble.
Another approach exists for those who got the MBOX file. As MBOX for all purposes is just text data you can use Notepad or any other text viewer to open the contents. Copy and paste the data into a document editor like MS Word and save the results into PDF.
This method is only suitable if you have a small number of MBOX files.
Even in email clients, you dont have a straight path. Thunderbird users need to attach an Import Export NG add-on. While New Outlook users have to reinstall the classic version to get back the import feature.
Stage Three Export Out the Google Vault Emails in PDF
After the successful addition of raw email files into their respective clients the last step is to use the inbuilt export option to get the results in PDF.
You have to save each mail individually as the method we use to transform emails into PDF i.e. the print option, gets disabled the moment you select more than one mail.
Why the Traditional Approach Falls Short in Getting Emails in PDF
First and the most severe drawback is the absence of PDF as an export option in Google Vault. Which ends up extending the process across multiple channels increasing time, complexity and risk of data loss.
Some, users might think if that they can skip vault entirely if they need a PDF of mail. And are not wrong, as there is a print mail option present inside Gmail. Instead of printing a hard copy, users can set the settings to Save as PDF instead.
Usually, this would be the recommended approach; however, in our scenario this is counterintuitive. Let us explain.
Once the data is shifted to Vault, a user usually clears the mail from their mailbox. If the 30 day restoration period ends or user performs a manual self deletion then the access to old mail is lost permanently from user side. As there is no mail there is no way to use the print option.
Moreover, even if they have access to the emails, using the print option on each one individually is too time-consuming. Not to mention the extra effort on the part of the admin to accumulate thousands of pdfs from various users. This primitive approach to get the Google Vault data in PDF is simply not acceptable.
Especially when companies are bringing in AI and other futuristic tools into their work. So instead it is better to rely on a tried and tested partner that has assisted many organizations with its top-of-the-line software products.
Choose the Best Way of Google Vault Export to PDF
We are talking about none other than SysTools Google Vault Downloader Software. This tool makes use of admin credentials to quickly pull all the data present in either MBOX or PST format and put in a local storage. From where you can easily transform the data into the desired PDF format.
Stage 1 Download Emails Google Vault
- Launch and activate the tool and select the output format, either MBOX or PST.
- Select the Email Data category to pull out Gmail mails and apply a date filter.
- Fill in Google Vault details (Admin ID, Application ID, P12 file path) for validation.
- Then, choose the location to deposit the data on your local system.
- Use Fetch/Import/Download to add user accounts.
- Select users from the preview area, apply priority, validate, and start Download.
Second Stage of Professional Method
Together with the MBOX to PDF / PST to PDF Converter utility you get a complete arsenal of digital tools ready to tackle this problem. Along with a simplistic GUI dashboard, you get a dedicated support team present there to cater to your every need. So get the software and perform the Google Vault to PDF transfer at once.
Stage 2 Change Exported Data into PDF
- Click “Add File” to import your MBOX or PST file.
- Use advanced search options (MBOX) or preview emails in different views (PST).
- Click “Export” to begin the conversion process.
- Select your desired output format (i.e.., PDF) and configure settings:
- Browse and select the destination folder for your exported files.
- Initiate the export process.
- Finally, navigate to the destination folder to view and verify the exported files.
Conclusion
Here we saw how to perform a Google Vault export to PDF documents. Admins are now equipped with the knowledge to pull the user-level Gmail emails and Google Drive data stored inside the Vault. Despite the absence of a direct one-to-one transfer the automated alternative presented here is more than sufficient to complete the required task.
Frequently Asked Questions on Google Vault to PDF Export
If I rename the .mbox / .pst file to .pdf will the conversion occur?
No instead you risk corrupting the data its safer to rely on a professional way to perform the file type change.
How much time does it take to complete the Export task from Google Vault?
Three factors Volume Velocity and Variety determine the total time span of the operation.
The amount of data you are exporting, the download speed of your network infrastructure, and the types of data ie, gmail, google drive,chats, etc included in your export. Moreover, you have to take into account the duration converting the resultant files into the equivalent PDF.
Who can access the Google Vault data apart from the super admin?
Any regular user to whom admin delegates Vault access can then carry out the export and subsequent file type conversion on their own.